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1 Bill s Getting Started Guide for pdfdocs-4 Copyright 2014 Discovery Partners, Inc. Page 1

2 Create a new PDF: A) From MS-WORD: Choose this option to convert your Word document to PDF format and open in pdfdocs-editor. Choose this option to convert your Word document to PDF format and open in a pdfdocs-organizer-project. See Setting Up Your Default Organizer See section on Saving to Your DMS Choose this option to convert your Word document to PDF format and save to a windows folder location. Choose this option to convert your Word document to PDF format and attach to an message. Copyright 2014 Discovery Partners, Inc. Page 2

3 B) From FILE-PRINT: In Word or any application with a PRINT Option: Choose File-Print and select the DocsCorp PDF Printer Copyright 2014 Discovery Partners, Inc. Page 3

4 NOTE: C) From pdfdocs-4 Start pdfdocs-4 and 1) choose OPEN from the Back-Stage-View page and 2) choose the source of the file you wish to edit as a PDF. Sources can be your RECENT LIST (rolling list of 13) or DOCUMENT MANAGEMENT SYTEM OR COMPUTER OR a pdfdocs-3 Organizer 3) PIN your most used documents (or Organizers or Binders) to keep them in your RECENT List. Back-Stage-View NEW is used to create a new Organizer or Binder. Copyright 2014 Discovery Partners, Inc. Page 4

5 SETTING UP YOUR DEFAULT ORGANIZER: STEP 1 Start pdfdocs-4 1) Choose NEW from Back-Stage-View 2) Choose Project / Organizer and 3) Choose Organizer Template 4) Enter a name: (Suggest Default Organizer) 5) Choose Create Copyright 2014 Discovery Partners, Inc. Page 5

6 STEP 2 Start pdfdocs and Choose Options 1) Consult the Import-and-Open-Options setting and 2) Choose import into an Organizer Project in the pull-down and 3) Browse to the Default-Organizer location select the file titled Default Organizer.pop 4) Click OPEN and then click OK Copyright 2014 Discovery Partners, Inc. Page 6

7 Single Document Mode Single Document Mode can be considered editor mode, and offers a complete toolset used to apply changes to a single PDF file. The window includes the following panels: A) The Pages Panel used to view all of the pages in your PDF file. You can also re-arrange the order of pages in this window, You can select one or multiple pages and use the right-click menu to apply a variety of functions to the pages you have selected. B) The Navigation Panel this is used to (a) display search results when searching for words in the PDF and (b) used to display Bookmarks. C) The Edit Window this is used to display the pages of the PDF in a large size so you can easily edit the content of the PDF file. D) The Comments Panel this is used to list the comments added to the PDF, making it easy to move from one comment to another regardless of where they reside within the PDF file. You can expand each panel by clicking the name of the panel, and adjust the size of each panel using the drag-bar dividing each panel. You can close each panel by clicking the > or < appearing in the panel. Copyright 2014 Discovery Partners, Inc. Page 7

8 Editing a PDF: pdfdocs-4 is organized into a ribbon with tabs and sections, to help you easily find the editing tools you need. HOME TAB The HOME Tab includes a section for SAVE FUNCTIONS, INERT PAGES, common ANNOTATIONS, DRAWING tools, ZOOM controls, and EDITING including a find function. The SAVE section includes an option to promote a document to an Organizer or Binder proeject, Export to a different format, save to your document management system, or attach your PDF to an message. Use this option to add your PDF to a project. Use this option to convert your PDF to a different format like MS-Word or PDF/A TIP: If you open an existing PDF in pdfdocs-4 you are editing the source file. Be sure to consider that a Save will overwrite the source file. Insert will allow you to merge pages from other PDF files into your PDF. Copyright 2014 Discovery Partners, Inc. Page 8

9 REVIEW TAB The REVIEW Tab includes a section to Annotate your PDF, plus Drawing tools, and compare (if you have a comparedocs license). The common use of the Review tab is to add annotations to a PDF being circulated for review-and-comment. Many annotations can be cascaded across all pages in a document by right-clicking on the annotation after it is applied, to expose a Apply to Pages option. Stamps includes a selection of dynamic stamps which reflect current date, time, and author. Works with right-click apply to pages. Use the Insert Text at Cursor to insert a comment with a carrot at the point where text should be inserted. TIP: Right-Click on many of the options in the Annotate section to reveal a keep selected option. Copyright 2014 Discovery Partners, Inc. Page 9

10 EDIT TAB The EDIT Tab includes sections for FORMS, Content Editing, Page Design including headers. Changes made in this tab are applied directly to your PDF file so exercise caution when saving. TIP: that you can EDIT the text of a PDF IF the PDF was created from a text source file like MS-Word. Scanned PDF files CANNOT be edited with the EDIT function. Apply Header & Footer allows you to create Header & Footer definitions which can include page numbering or bates numbering. The Add-Bookmark function will add a bookmark pointing to the page you are viewing when you click the Add- Bookmark icon. TIP: pdfdocs can be configured to create bookmarks when converting an MS-Word file to PDF format. Bookmarks will be created for each Heading Style used in the Word document. The Links function will allow you to create hyperlink hot-spots within your PDF file. The Recognize-Text function will add an invisible layer of text to an image PDF (typically created through scanning or from TIFF format). This icon supports converting current page or the entire file. This function is also available in the right-click menu in the PAGES panel so that particular pages can be converted as needed. TIP: use the EXPORT function in the HOME tab or the right-click menu in the Pages panel to create an MS-WORD document from your PDF content. Copyright 2014 Discovery Partners, Inc. Page 10

11 PROTECT TAB and footers for page or bates numbering, PAGES, NAVIGATION including bookmark creation, OCR to add text to scanned files, and OPTIMIZE to make files smaller. The PROTECT Tab includes a section to REDACT, and a section to apply SECURITY to your PDF document. TIP: The Redact function is the ONLY method to use when redacting your PDF file. Do NOT use Stamps, Shapes, or Highlighting for redaction because these other functions DO NOT provide appropriate levels of protection. Your PDF is NOT Secure unless you use security options. Use this option to apply a challenge password, or to limit printing or changing your PDF document. Redaction works in TWO STEPS. The first step is to MARK your redactions using MARK AREA, MARK PAGES, or Search. Redactions are not applied until you choose APPLY which should be the last step in your redaction workflow. Copyright 2014 Discovery Partners, Inc. Page 11

12 VIEW TAB The VIEW Tab includes a section with LAYOUT options, a section for ZOOM controls, a WINDOW section to switch windows, Use the Layout functions to make different Panes visible or not and to apply an auto-hide behavior so that a pane closes automatically after it has been used. Copyright 2014 Discovery Partners, Inc. Page 12

13 Working with Organizers: When to use an Organizer: if you have editing tasks that will extend over several days, or need to edit multiple files at once. OPEN an EXISTING ORGANIZER You can OPEN an existing Organizer by starting pdfdocs-4 and selecting the existing Organizer from your RECENT list or you can browse for an Organizer by choosing to browse using your document management system or Computer s windows folders. It is recommended that you PIN any Organizer you use frequently. CREATE A NEW ORGANIZER To create a new Organizer, start pdfdocs-4 and NOTE: 1) Choose NEW and 2) Select ORGANIZER in the Project section and 3) Choose to create a new Organizer Project from scratch, or create a new Organizer Template or create a new Organizer from a template you created or from a centrally managed template the firm has created. Be sure to supply a name for your new Organizer. An Organizer is a self-contained workspace that allows you to work on one or multiple PDF files in single editing environment. Organizers are self-contained files containing files so an Organizer can easily be shared. Copyright 2014 Discovery Partners, Inc. Page 13

14 USING AN ORGANIZER An Organizer can include 1 or many individual files which can be managed as individual files or as a single combined file. The Organizer includes 3 sections: A) The Document List Panel which includes check-boxes to include or ignore documents, B) The Thumbnail Panel which allows re-organizing pages by dragging-and-dropping to new locations, and includes check-boxes to include or ignore pages, and The Edit Window which supports all of the editing features of Single-Document Mode. SAMPLE ORGANIZER VIEW Adding documents to the Organizer There are several methods available to add documents to an Organizer. These include: A) Drag and Drop to the list area, Copyright 2014 Discovery Partners, Inc. Page 14

15 B) Home-IMPORT function which will open the Back Stage View, to add documents from your document management system, or Windows folders, or from your RECENT list. C) In Single-Document Mode - HOME / SAVE / Send-to-Project to a pinned Project or Recent Project, D) In Single-Document Mode - File to Back Stage View / EXPORT / to browse for an existing Organizer Project or create a new Organizer Project. New documents are added to the bottom of the document list in the Navigation- Documents pane. Copyright 2014 Discovery Partners, Inc. Page 15

16 Editing a PDF in an Organizer Project Work in Progress An essential benefit of an Organizer Project is that work-in-progress can be saved and reopened later, unlike the pdfdocs-single-document-mode where documents must be saved in a final form when closing the Editor. Also know that documents in an Organizer Project are copies of the source file, so you are not editing the original and most in fact, take extra steps to over-write your source file with your edited file. When working in an Organizer Project, SAVE will save the Project. SAVE-AS will output the contents of the Organizer Project. Differences in PDF Editing Functions There are several additional editing Features available when editing PDF files in an Organzier. These additional features tend to only be useful in the context of an Organizer. Back-Stage-View When using back-stage-view for functions like Save-As, Save-to-Computer, or Save-to-DMS, you will see a number of additional options used to format the PDF you are saving. These include: 1) PAGE RANGE: This option helps you save a new PDF based on documents selected in the Organizer Project, or documents and pages checked or un-checked in the Organizer Project. This option also helps you save as a Collated (combined) file or as individual documents in some instances (example: when saving to a Windows folder). 2) FILE TYPE: This option helps you save a new document in PDF OR OTHER FORMATS like MS-Word. 3) OUTPUT OPTIONS: This option includes settings that let you apply Bookmarks, Security, Stationary, Header-and-Footers, PDF Properties (can be customized), Watermarks, and configure Initial View. Copyright 2014 Discovery Partners, Inc. Page 16

17 BACK STAGE VIEW ORGANIZER when saving-as a document. Copyright 2014 Discovery Partners, Inc. Page 17

18 HOME / EXPORT OPTIONS Notice that the HOME Tab has a section called EXPORT which is not found when working in Single-Document-Mode in pdfdocs-4. This ribbon section is used to save the contents of the Organizer Project. HOME / OUTPUT OPTIONS Notice that in the Organizer HOME tab, a new section has been added which contains the OUTPUT OPTIONS listed above. While these can be configured on the Back-Stage-View, they can be pre-configured on the HOME tab in the Output-Options section. When applied on HOME / OUTPUT OPTIONS, these options are applied when Saving to File System, DMS, or Exporting. HOME-OUTPUT OPTIONS in an Organizer Project ribbon. NOTE: The SAVE operation in an Organizer Project refers to saving the entire Organizer Project, rather than the Organizer contents as separate files. Copyright 2014 Discovery Partners, Inc. Page 18

19 CHECK-BOXES and the VIEW / CHECK function 1) One example of an additional feature in Organizer Projects is the check-box used to select or de-select (ignore) entire files from your file-collection within an Organizer Project. 2) Check-boxes can also be used to select or deselect (ignore) individual pages. 3) The VIEW tab includes an additional funtion when working in an Organizer Project, which is the CHECK function. This function helps you check or uncheck documents or pages in bulk. Other Differences 1) APPLY-to-PAGES has been expanded to include Checked-Documents or Checked-Pages, making it possible to cascade an annotion across multiple documents or pages, ignoring pages which are unchecked. 2) Note that EDIT / PAGE DESIGN functions (Watermarks, Stationary, Header & Footers) abides by unchecked Copyright 2014 Discovery Partners, Inc. Page 19